Using MailChimp - Standard Operating Procedures
As we move forward with the restructuring of the Communications department at The Austin Stone, we want to ensure effective use of the tools at our disposal to communicate effectively. MailChimp is our chosen email tool because of its integration with CCB, as well as the power it has for targeted marketing and analytics. This SOP will create guidelines for ensuring we all can use MailChimp effectively.
MailChimp Basics
For anyone utilizing MailChimp at The Austin Stone, it is expected that you have read the articles linked from the following overview:
MailChimp Standards for The Austin Stone
The Communications team has provided the following expectations to help you effectively communicate and our whole church family collaborate together.
Users
Anyone who will be administrating or communicating through MailChimp needs a user account. This is to ensure clarity on individuals and their activity, as well as limit access appropriately to various functions within MailChimp.
Please do not share logins, but instead, request from the Communications Director ( email Todd).
Only one person per ministry or campus will be granted the user status of Manager and have the ability to send campaigns. This is to ensure accountability for content and copy editing by your communication point of contact.
Templates for Email
The templates within MailChimp are designed to provide clear frameworks for effective communication.
Please do not create and deploy your own until they have been reviewed by both the Communication Director and Art House Director.
Feel free to adjust the content and order within those templates however!
Email Lists and Groups
Each Campus and Ministry has a list within MailChimp that is automatically synced with the campus or ministry group within CCB. Additionally, any group CCB group or saved search can be automatically linked to MailChimp groups.
We use single lists for campuses and ministries, and then groups within those lists to ensure we limit the costs of MailChimp. DO NOT ADD LISTS! Your contacts should be managed in CCB groups or saved searches.
Read here for the Protocol for Syncing CCB to Mailchimp Contacts.
You may request a new group with CCB Chimp integration from Jorge Cordova.
For more on utilizing groups, read here: https://mailchimp.com/help/getting-started-with-groups/
Keeping a Clean List
One of the keys to effective email communication is understanding your audience and maintaining a healthy list. We recommend checking email lists you own for unsubscribes on a monthly basis.
MailChimp provides excellent tools for maintaining a healthy list:
To avoid spamming people with unwanted communication, we suggest a thorough review on a quarterly basis.
Keeping MailChimp Organized
In order to make a single account useful for many ministries, there are some key items to ensure MailChimp is organized well.
Campaign Organization
Each campus and ministry has a folder, so ensure that your campaigns are placed there. This will ensure you have quick access to your most recent campaigns at any time!
Deleting Drafts
Did you create a draft, and then do something else? Delete it!
Managing Images
MailChimp also has a Content Manager that archives uploaded files. It will automatically archive by the person who uploaded the content, but it is also helpful to file content into appropriate folders for later use. Please put images in the appropriate campus or ministry folder:
